Job Title: Programme Administrative Assistant
Hiring Organization: CBM
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non Profit
Job Type: Full Time
Salary: KES
Date Posted: 06/08/2024
About
CBM
CBM
(registered as CBM Christoffel-Blindenmission Christian Blind Mission e.V.) is
an international development organization committed to improving the quality of
life of persons with disabilities in the persons communities of the world.
Based on our Christian values and more than 100 years of professional
expertise, we address poverty as a cause and a consequence of disability. We
work in partnership to create an inclusive society for all.
The job
holder will provide comprehensive administrative assistance to ensure efficient
operation of the office. This position involves interacting with guests,
managing communications, coordinating meetings and logistics, and supporting
the Chief of Party with operational tasks.
This
position is only filled locally. With contractual conditions of the respective
country. An expatriation is not intended.
These are your responsibilities
Document
Editing: Providing document editing assistance in tools like Word, Excel,
PowerPoint, and Adobe Reader.
Schedule
Management: Managing the field schedule and travel plans for project staff.
Meeting
Coordination: Coordinating project internal and partnership/external meetings.
Project
Support: Assisting with project management tasks as needed for events or
initiatives.
Correspondence
and Reports: Creating routine correspondence, reports, and forms to support the
project.
Invoice
Processing: Reviewing invoices from vendors and processing them accurately.
Travel
Arrangements: Making project travel arrangements and preparing travel expense
reports in liaison with admin team.
Minute-Taking:
Taking minutes during meetings and preparing meeting reports.
Coordinate
logistics for project conferences, workshops, and related logistics.
Provide
monthly reports on project supplies, telephone usage and stationery.
Provide
project secretarial duties including but not limited to document management,
drafting official documents as instructed.
Develops
and maintain an accurate and up to date project records management system.
Prepare
project procurement requests, confirm budget approval.
Receive
project procured goods as per acceptable quality, specification, and quantity,
and finalize all related documents as guided by CBM procurement guidelines,
within agreed timelines.
Reports
any damages or loss of project equipment or assets as reported by the user in a
timely manner.
Ensure
all project assets and inventories are tagged accordingly.
Conduct
project specific inventory and asset verification on quarterly basis
Other
Carry out
the role-specific responsibility to safeguard children and adults at risk (as
guided by CBM’s relevant policies)
Comply
with all safety and health procedures and requirements at CBM and, at all times
ensure your own safety and health and that of other persons who may be affected
by your acts or omissions.
Ensure
that all activities conducted within scope of work or as an employee with CBM
comply with the IT and data protection principles.
These
are your qualifications
Bachelor’s
Degree in in a relevant field, such as Business Administration.
A minimum
of 2 years of related work experience, preferably with international NGO
preferred.
Related
work experience in a busy office.
Proficiency
in Microsoft Office suite, web-based and data application tools like Power BI
Well
spoken, with ability to communicate clearly and concisely.
Ability
to cope under pressure and meet deadlines.
Ability
to efficiently handle a range of tasks concurrently to meet different needs.
Ability
to integrate into a multi-cultural environment.
Ability
and willingness to learn.
Able to
work independently, and as a member of a team.
Good
written and verbal English. Local Language (professional proficiency /
advantageous).
Willingness
to commit and adhere to CBM mandate, mission, vision, and values.
What we
offer
A
meaningful position with a lot of creative freedom in the world’s leading
organisation in the field of Disability Inclusive Development
A fair
salary and other social benefits based on the local conditions in the country
you apply for
An
approachable, agile organisation with self-reliant people in a diverse and
collegial team and great team spirit